Panel appointment: events management services for hsrc (tier 1 focus, 12-Month contract)

Bid submission address: HSRC Building, 134 Pretorius Street, Pretoria, 0002. Bidding procedure enquiries: Bid Section, Phone: 012 302 2180, Email: [email protected]. Technical enquiries: Contact details not specified in document.

Submit bids via one of these methods: courier to HSRC Building, 134 Pretorius Street, Pretoria (preferably registered mail), place in the HSRC tender box, or courier to the same address. Ensure documents are deposited in the correct HSRC tender box (not the Department of Social Development’s box). Bids received after the closing date/time or in the wrong box will be disqualified. This is a two-stage process: submit (1) a technical envelope (signed bid document, General Conditions of Contract, company profile, SBD 1, SBD 4, technical response, and supplementary info) and (2) a price envelope (pricing schedule, SBD 6.1, preference points response, and supplementary info). Each envelope and the USB (with duplicate soft copies) must be marked, sealed, and labeled as per Table 1. Initial every page of the tender document, including supporting documents and pricing schedules. Bid validity period: 90 days from closing date.

Evaluation occurs in three stages: Stage 0 (Pre-qualification), Stage 1 (Functionality), and Stage 2 (Price and Preference Points).

• Stage 0 (Pre-qualification): Mandatory submission of SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), proof of CSD registration, and evidence of a functional digital registration/delegate management system. Non-submission of SBD 1, SBD 4, or CSD proof results in immediate disqualification. General Conditions of Contract must be initialed and signed.

• Stage 1 (Functionality - 100 points minimum for Phase 1, 70 points for Phase 2):

• Phase 1 (Desktop Evaluation - 100 points): Minimum 75 points required to proceed. Criteria include:

• Relevant event management experience (20 points): 8+ years = 20, 5-7 years = 10, 2-4 years = 5, 0-1 years = 0.

• Reference letters (15 points): 5+ letters = 15, 3-4 = 10, 1-2 = 5, none = 0.

• Team capacity (15 points): Well-structured team with 5+ years lead experience = 15, moderate = 10, poor = 5, none = 0.

• Technical capability (25 points): Excellent POPIA-compliant digital system = 25, good = 20, adequate = 15, limited = 10, poor = 5, none = 0.

• Methodology (25 points): Comprehensive approach = 25, good = 20, fair = 10, poor = 5, none = 0.

• Phase 2 (Live Demonstration - 70 points): Minimum 55 points required to proceed. Criteria (10 points each): Understanding of Tier 1 events, digital system demo, project management approach, team expertise, risk/JOC compliance, VIP/protocol experience, multi-location delivery. Scoring: Good = 10, Fair = 5, Poor = 3, Non-submission = 0.

• Stage 2 (Price and Preference Points - 80/20 system):

• Price (80 points): Calculated using the formula Ps = 80

• (Pt - Pmin) / (Pmax - Pmin).

• Preference Points (20 points): Awarded for B-BBEE status (EME/QSE, black ownership ≥50%, black youth ownership ≥30%, black women ownership ≥30%, black disability ownership ≥30%). Submit CSD report or MAAA number. Failure to submit SBD 6.1 results in zero preference points. Joint ventures must submit consolidated scorecards and signed agreements.

Final award: Highest total points win. Ties broken by highest preference points, then drawing of lots. HSRC may award to a lower-scoring bid under PPPFA Section 2(1)(f).

Scope: Appointment of a panel of 5 service providers to deliver integrated digital, operational, and event implementation support for HSRC events (Tier 1 primary focus, Tier 2/3 as required) over 12 months. Work allocated rotationally.

Event Tiers:

• Tier 1 (Primary): High-level strategic events (150–500 attendees), e.g., national/international summits, flagship conferences, ministerial engagements. Requires full project planning, supplier coordination, risk management, and JOC compliance.
• Tier 2 (Support): Medium-scale events (50–150 attendees), e.g., workshops, research dialogues. Requires RSVP/registration, onsite assistance, and reporting.
• Tier 3 (Support): Small-scale events (10–100 attendees), e.g., internal workshops. Limited support required.

Services Required:

• Digital Systems: POPIA-compliant RSVP/registration platform, automated communications, QR check-in, real-time dashboards/analytics, post-event surveys.
• Onsite Operations: End-to-end registration, HSRC-branded check-in infrastructure, staff/equipment for QR scanning, queue management, delegate helpdesk, venue/technical/VIP/protocol coordination.
• JOC Requirements: Manage all planning, documentation (operational/logistics plans, floor plans, safety/risk/compliance docs, emergency routes), presentations, and implementation of JOC directives.

HSRC Responsibilities: Issue purchase orders, provide event briefs, designate event lead, facilitate venue access/approvals, source/pay for venue-related services (unless specified otherwise), provide branding assets, coordinate programme/speaker/VIP approvals, review plans/deliverables.

Cross-Border Capacity: Must support events in South Africa and regionally (e.g., Kenya, Tanzania, Mozambique, Botswana).

Submit a completed Pricing Schedule (Annexure A) without altering its structure. Quotes must be in ZAR and include all applicable taxes. Failure to submit Annexure A invalidates the bid. HSRC reserves the right to negotiate rates. No contract price adjustments (e.g., CPI-linked) during the 12-month contract period. Payment terms and bonds/guarantees not specified in the document.

Mandatory: CSD registration (submit proof via https://secure.csd.gov.za/). Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN (via e-filing at www.sars.gov.za) or printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. Non-compliance with tax or CSD requirements disqualifies the bid.

B-BBEE: Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points. Preference points (20 max) awarded for: SMME (EME/QSE), black ownership ≥50%, black youth ownership ≥30%, black women ownership ≥30%, black disability ownership ≥30% (requires CSD report/MAAA number + medical certificate for disability).

Additional: Submit SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), and General Conditions of Contract (initialed and signed). No bids accepted from state employees, companies with state-employed directors, or entities listed on National Treasury’s Tender Defaulters/Restricted Suppliers registers.